1. Lesson 19 Organizing and Enhancing Worksheets
Computer Literacy BASICS: A Comprehensive Guide to IC3, 4th Edition
Morrison / Wells

2. Objectives Hide, show, and freeze columns and rows.
Create, rename, and delete worksheets.
Change the page setup of a worksheet and add headers and footers.
Customize the print options.
Apply fonts, alignments, number formats, and conditional formatting to worksheet cells. 2 2

3. Objectives (continued)
Apply borders, shading, and styles to worksheet cells.
Sort and filter data in a worksheet.
Save a workbook in PDF and XPS formats. 3 3

4. Vocabulary cell style conditional formatting filter footer freeze
header
header row
sheet tab
split
table style 4 4

5. Managing Worksheets Hiding and Showing Worksheet Data
A header row contains column headings or field names in a data source, such as a table or spreadsheet.
When you hide rows and columns, the data remains intact; it is just not visible on the screen. 5 5

6. Managing Worksheets (continued)
Freezing Rows and Columns
When you freeze columns and/or rows, you lock them so you can keep an area visible as you scroll through the worksheet.
An alternative way to freeze rows and columns is to split a worksheet, which divides the worksheet into two panes. 6 6

7. Managing Worksheets (continued)
Working with Multiple Worksheets
At the bottom of the workbook window, a sheet tab is displayed for quick and easy access to the worksheet. 7 7

8. Formatting the Page Layout
Changing the Page Setup
Create your own page break by dragging the page break to a new location or by selecting a row or cell and inserting a manual page break.
You can change to landscape orientation, which formats the document with the long edge of the page at the top.
Use the Fit to command to fit the worksheet to a number of pages you designate. 8 8

9. Formatting the Page Layout (continued)
Creating a Header and a Footer
A header is information and/or graphics that are printed in the top margin of a worksheet.
A footer is printed in the bottom margin of the worksheet. 9 9

10. Formatting the Page Layout (continued)
Customizing Print Options
Change the print settings using commands in the Page Layout dialog box or in Backstage view. 10 10

11. Formatting the Cell Contents
Merging Cells and Changing Font Styles and Sizes
You can merge cells and combine several cells into a single cell.
Bold, italic, underline, and color formats can also add emphasis to the contents of a cell.
You can use the Format Painter feature to copy formats. 11 11

12. Formatting the Cell Contents (continued)
Changing Alignment and Wrapping Text in Cells
Buttons for adjusting alignment, wrapping text, and more are in the Alignment group on the Home tab. 12 12

13. Formatting the Cell Contents (continued)
Formatting Numbers and Dates
You can format numbers and dates using the commands in the Number group on the Home tab. 13 13

14. Formatting the Cell Contents (continued)
Applying Conditional Formatting
Conditional formatting applies designated formats to cells when the cell value meets specified conditions (criteria).
Use buttons in the Styles group on the Home tab. 14 14

15. Formatting the Cell Contents (continued)
Adding Shading, Borders, and Styles
You can emphasize important information in a cell, a row of cells, or a column by applying color, shading, or border formats.
A cell style is a set of predefined formats you can apply to some of the worksheet data, such as a header row, a cell showing a total, or cells showing the date and time. 15 15

16. Formatting the Cell Contents (continued)
Adding Shading, Borders, and Styles (continued)
A table style is a set of predefined formats that you can apply to all the worksheet data with a single click. 16 16

17. Sorting and Filtering Data
You can sort the data and numbers in the columns based on one criteria or on multiple criteria. 17 17

18. Sorting and Filtering Data (continued)
When you filter data, the data that does not meet the criteria is hidden, and only the data that meets the criteria is shown. 18 18

19. Saving a Workbook as a PDF or XPS File
PDF and XPS file formats preserve the visual appearance and layout of each worksheet, but don’t allow the recipient to modify the data.
Both formats enable fast viewing and printing. 19 19

20. Summary 20 20 In this lesson, you learned:
To keep the header row in view when navigating through a large worksheet, you can change the zoom setting. If that does not work because the worksheet is too large, you can hide some of the rows and columns so you can focus on a particular range of data, or you can freeze some rows and columns.
You can delete or add one or several worksheets to a workbook, and you can rename each worksheet. 20 20

21. Summary (continued)
Headers and footers can be added to worksheets to provide information such as the source and date of the data.
You can change the page orientation or use the Fit to feature to fit all the data on a specified number of pages.
You can control the print output by inserting page breaks manually or creating a print area for the worksheet. With the default settings, the gridlines and row and column headings appear on the screen in worksheets but they do not appear when the worksheets are printed. You can change the settings to hide these elements on the screen and/or include them in printed worksheets. 21 21

22. Summary (continued)
Before you print, you can preview the worksheet to see what it will look like when it is printed. You can choose to print the active worksheet only, or you can choose to print all worksheets in the workbook.
There are many options available for formatting cell contents, including merging cells, changing font styles and sizes, changing the alignment within the cells, and applying number and date formats. 22 22

23. Summary (continued)
Conditional formatting enables you to quickly identify exceptions or trends in data as well as unusual cell values.
To enhance the appearance and highlight data within the worksheet, you can add borders and shading to cells. There are also many predefined styles available that you can quickly apply to give the worksheet a professional look and make reading the data easier. 23 23

24. Summary (continued)
To organize worksheet data numerically or alphabetically, you can sort the data based on a single column, or you can sort the data based on multiple criteria. To screen for data that meets certain criteria, you can filter the data.
To preserve the visual appearance and layout of each worksheet, you can save all the workbook data in a PDF or an XPS file format. 24 24